Privacy policy for QbD Group
Date of publication: 10-10-2024
We at QbD Group and our affiliates handle the personal data of our (potential) job applicants as part of our recruitment process. This privacy policy explains how we process your personal data and outlines your rights when we collect, use, and protect your personal data.
Scope
This privacy policy applies to:
- Quality for You BV, QbD Growth BV, QbD Flanders NV, QbD Wallonia BV/SRL, QbD Clinical NV, QbD Group, Quality by Design BV (Netherlands), Quality by Design France SRL, QbD Group UK Ltd, QbD PharmaProjects Spain SL, QbD Austria GmbH, QbD Foundation, Qarad BV, Qarad EC-REP BV, Qarad UK Ltd, Qarad Suisse SA, AZIERTA LIFE SCIENCES & HEALTH CONSULTING FIRM, S.L, BPF part of the QbD Group SA de CV, QPRO – Part of QbD, Quercus Labo BV
This privacy policy also covers all companies organized under the laws of Belgium, the Netherlands, France, the United Kingdom, Spain, Austria, Switzerland, Poland, and Colombia that are part of the QbD Group.
1. What personal data do we collect?
When you apply for a role, we collect the personal data you provide. This includes:
- First name, last name, date of birth, email address, telephone number, resident address, qualifications, skills and experience, employment history, resume.
2. How do we use your personal data?
We use your personal data to:
- Consider your application for the role you applied for.
- Evaluate your application for other roles within the company.
- Communicate with you about current and future recruitment processes.
- Enhance the information you provide with third-party data.
- Build a talent pool for future job openings.
- Start the onboarding process after successful recruitment.
3. What are the legal grounds for processing your personal data?
The legal basis for collecting and using your personal data is our legitimate interest in recruiting staff for our business. By applying, you consent to be included in our talent pool for future vacancies for a period of 3 years.
4. Who do we disclose your personal data to?
We may share your personal data with:
- Members of the QbD Group.
- Trusted third parties who provide recruitment-related services on our behalf.
5. How do we protect your personal data?
We use various measures to ensure your data is secure, including:
- Staff training on privacy obligations.
- Technological measures like firewalls, encryption, and restricted access.
- Physical security measures like badges and locked cabinets.
6. How long do we keep your personal data?
- If your application is successful, your data will be retained as part of your employment record for the duration of your contract and at least 3 years thereafter.
- If your application is unsuccessful, we will retain your data for 3 years with your consent for the talent pool, after which we will seek your consent again.
7. Where are your personal data stored?
Your data is stored within the European Economic Area (EEA). In some cases, it may be transferred outside the EEA. When this occurs, we ensure appropriate safeguards are in place.
8. Your rights
You have the right to:
- Access, update, or delete your data.
- Restrict or object to the processing of your data.
- Withdraw consent for data processing.
- Receive a copy of your data in a machine-readable format.
To exercise these rights, contact dpo@qbdgroup.com.
9. Right to complain
If you believe your rights have been violated, you can lodge a complaint with the Belgian Data Protection Authority or the relevant authority in your country.
10. Changes to this privacy policy
We may update this policy to reflect changes in laws or our practices. The latest version will always be available on our website.
Contact
For questions or to exercise your rights, email us at dpo@qbdgroup.com.
Annex – Local Addendum for Poland
Załącznik – Lokalny Aneks dla Polski
This document constitutes the Polish Annex referred to in the QbD Group Privacy Policy (published on 9 July 2025) and applies specifically to SciencePharma sp. z o.o. (Poland). It outlines local deviations and additions required to comply with Polish legal requirements and practices.
Niniejszy dokument stanowi polski załącznik, o którym mowa w Polityce Prywatności Grupy QbD (opublikowanej dnia 9 lipca 2025 r.) i ma zastosowanie wyłącznie do SciencePharma sp. z o.o. (Polska). Określa on lokalne odstępstwa i uzupełnienia wymagane przez przepisy prawa polskiego.
1. Local Legal Basis and Storage Periods
1. Podstawa prawna i okres przechowywania danych
Personal data of candidates is processed in accordance with Article 221 §1 of the Polish Labour Code and Article 6(1)(c) GDPR (legal obligation) in the recruitment context.
Dane osobowe kandydatów są przetwarzane zgodnie z art. 221 §1 Kodeksu pracy oraz art. 6 ust. 1 lit. c RODO (obowiązek prawny) w kontekście rekrutacji.
The personal data of candidates who have not been hired will be retained for a period of 6 months following the conclusion of the recruitment process, for the purpose of defending against potential claims (in accordance with the limitation periods set out in labour law), unless the candidate has given consent for their data to be processed for the purposes of future recruitment processes.
Dane kandydatów, którzy nie zostali zatrudnieni, będą przechowywane przez okres 6 miesięcy od zakończenia procesu rekrutacyjnego w celu obrony przed ewentualnymi roszczeniami (zgodnie z przepisami o przedawnieniu roszczeń wynikających z przepisów prawa pracy), chyba że kandydat wyraził zgodę na przetwarzanie danych na potrzeby przyszłych procesów rekrutacyjnych.
2. Data Recipients
2. Odbiorcy danych
Data may be shared with authorized employees of SciencePharma or entities supporting recruitment under data processing agreements compliant with Polish data protection law.
Dane mogą być udostępniane upoważnionym pracownikom SciencePharma lub podmiotom wspierającym proces rekrutacji, na podstawie umów powierzenia przetwarzania danych zgodnych z polskim prawem o ochronie danych osobowych.
3. Contact with Supervisory Authority
3. Kontakt z organem nadzorczym
The competent supervisory authority in Poland is:
The President of the Personal Data Protection Office (PUODO)
https://uodo.gov.pl
Właściwym organem nadzorczym w Polsce jest:
Prezes Urzędu Ochrony Danych Osobowych (PUODO)
https://uodo.gov.pl
4. Language
4. Język
This Annex is drafted in both Polish and English. In case of discrepancies, the Polish version shall prevail.
Niniejszy Aneks został sporządzony w języku polskim i angielskim. W przypadku rozbieżności, wiążąca jest wersja polska.
5. Internal Whistleblowing Procedure at SciencePharma sp. z o.o.
In compliance with the Polish Whistleblower Act of 14 June 2024 (Journal of Laws 2024, item 928), SciencePharma sp. z o.o., with its registered office in Warsaw, has implemented an internal whistleblowing procedure. The full text of the procedure is available for review at the company’s registered office, located at ul. Chełmska 30/34, 00-725 Warsaw.
5. Procedura zgłoszeń wewnętrznych w SciencePharma sp. z o.o. dotycząca Sygnalistów
Zgodnie z wymogami ustawy z dnia 14 czerwca 2024 roku o ochronie sygnalistów (DZ.U. 2024 poz.928) SciencePharma sp. z o.o. z siedzibą w Warszawie informuje, że wdrożyła procedurę zgłoszeń wewnętrznych. Treść procedury jest dostępna w siedzibie SciencePharma sp. z o.o., pod adresem ul. Chełmska 30/34, 00-725 Warszawa.
